Privacy Policy

Sopan365 provides cloud software that helps education consultancies and related organisations manage student journeys—from enquiry and counselling through applications, documents, and visa-related workflows. Our contact email for privacy matters is support@sopan365.com.

This policy applies to personal information relating to:

• Students and prospects — individuals whose details are entered into Sopan by a consultancy or who interact with student-facing features.
• Consultancies and agencies — staff, counsellors, branch users, and administrators who operate a Sopan organisation account.
• Colleges and universities — institutional contacts and representatives whose information is stored for partnership, course, or application purposes.
• Website visitors — people who browse sopan365.com or related marketing pages.

Depending on how you use Sopan, we may collect:

• Identity & contact — name, title, email, phone, address, and preferred contact methods.
• Account & organisation — login credentials, roles, permissions, branch affiliation, and organisation profile details.
• Student & counselling data — education history, test scores, work experience, sponsors, visa history, study preferences, notes, appointments, and follow-ups entered by authorised users.
• Application & documents — application records, statuses, and files such as transcripts, passports, test results, and other documents uploaded to the platform.
• Institutional data — college/university profiles, courses, intakes, and related contact information.
• Usage & technical — device and browser information, IP address, log data, cookies or similar technologies, and product usage analytics.
• Communications — messages you send to support, sales, or other Sopan channels.

Consultancies act as controllers of student and client data they enter. Sopan processes that data on their behalf to provide the service, except where we determine purposes independently (for example, account administration, security, billing, or product improvement).

We use personal information to:

• Provide, operate, maintain, and improve the Sopan platform.
• Enable consultancies, colleges/universities, and authorised users to manage student journeys and institutional workflows.
• Authenticate users, manage permissions, and protect accounts and data.
• Communicate service notices, support responses, and (where permitted) product updates or marketing.
• Analyse usage to improve reliability, features, and user experience.
• Comply with legal obligations and enforce our Terms of Use.
• Detect, prevent, and investigate fraud, abuse, or security incidents.

Where data-protection laws require a legal basis, we rely on one or more of: performance of a contract; legitimate interests (such as securing and improving our services); consent (where required, for example certain marketing or cookies); and compliance with legal obligations. Organisation customers are responsible for ensuring they have a lawful basis to collect and process student and third-party data they upload to Sopan.

We may share personal information with:

• Your organisation — other authorised users within the same consultancy, branch, or institutional account, according to role permissions.
• Service providers — hosting, email, analytics, and similar vendors who process data under our instructions.
• Partners you direct us to involve — for example, when a consultancy shares application materials with a college or university as part of an application workflow.
• Legal & safety — when required by law, regulation, legal process, or to protect rights, safety, and security.
• Business transfers — in connection with a merger, acquisition, financing, or sale of assets, subject to appropriate safeguards.

We do not sell personal information.

Sopan may process and store information in countries other than where you or your organisation are located. Where required, we use appropriate safeguards for cross-border transfers. Organisation customers should ensure their own privacy notices and contracts with students and partners address any international sharing they initiate through the platform.

We retain personal information for as long as needed to provide the service, meet contractual and legal obligations, resolve disputes, and enforce our agreements. Organisation customers control the student and institutional records they maintain; when an account is closed or data is deleted according to product settings or a valid request, we delete or anonymise information within a reasonable period, except where retention is required by law or for legitimate security and audit purposes.

We implement administrative, technical, and organisational measures designed to protect personal information against unauthorised access, loss, misuse, or alteration. No method of transmission or storage is completely secure. Organisation administrators should use strong credentials, manage user access carefully, and train staff on responsible handling of student documents and sensitive data.

Depending on your location and role, you may have rights to access, correct, delete, or restrict certain personal information, or to object to or withdraw consent for certain processing. Students whose data is held by a consultancy should typically contact that consultancy first, as it controls their student record. You may also contact us at support@sopan365.com. We may need to verify your identity and, where appropriate, redirect requests to the organisation that controls the relevant data.

Our websites and apps may use cookies or similar technologies for authentication, preferences, security, and analytics. You can control cookies through your browser settings; disabling some cookies may affect site functionality.

Sopan is not directed at children under 16 for independent account creation. Where student records relating to minors are processed, organisation customers are responsible for obtaining any required parental or guardian consent and for complying with applicable youth privacy laws.

We may update this Privacy Policy from time to time. We will post the revised version on this page and update the effective date. Material changes may also be communicated through the product or by email where appropriate. Continued use of Sopan after changes take effect constitutes acceptance of the updated policy, to the extent permitted by law.

For privacy questions or requests, email support@sopan365.com. Please include enough detail for us to identify your organisation account and the nature of your request.